KAEFER Integrated Services Pty Ltd is the Australian subsidiary of the KAEFER Group, a leading provider of asset integrity services and solutions, specialising in industrial insulation, access management and associated industries – with over 28,000 employees working all over the globe. The associated technical expertise and our cultural diversity are some of our strengths.

Founded back in 1918, we are a family-owned company with a long tradition and strong ethical values. All over the world we have very loyal, long- serving employees. Their health and safety is one of our top priorities.

Since the start of our Lean Journey some years ago we have focused on continuously improving our performance and striving for excellence worldwide.

Carry out all aspects of Administration and Executive Support for KAEFER Integrated Services Pty Ltd within the guidelines set out below, to successfully achieve the company’s objectives as assigned by the Managing Director.  These objectives shall cover the timely completion of activities in all duties and responsibilities set out below.

Assist the company wherever possible to ensure employees, clients and visitors comply with the KAEFER Health, Safety and Environmental policies and procedures at all times.

 Managing the office and day to day activities of the Managing Director, including working closely with the other Senior Executives

Your key areas of responsibility will include:

• Acting and liaising as the point of contact between the executives and internal or external stakeholders

• Acting and liaising as the point of contact for internal and external company communications

• General management of office facilities and coordinating administration staff

• Coordination of corporate events, conferences, training courses and annual meetings

• Managing the diary, meetings, travel and logistics planning for the Managing Director and Senior Management team

• Coordinating and producing reports, presentations and briefs

• Coordinating, planning and booking travel, both domestic and international, along with itineraries and agendas

• Attending Board and Operations meetings and taking dictation and Minutes of Meeting

• Coordination and preparation of Board materials and Board Pack

• Coordination of various meetings, agendas, minutes and correspondence

• Expense and Credit Card management and reconciliation

• Maintaining high level of customer service and positive client relationships

• Assisting with daily filing, both tangible and electronic copies, as per document procedures;

• Develop and carry out an efficient documentation and filing system;

• Experience working in a strictly confidential environment; and

• Advanced Word, Excel and PowerPoint

• Exceptional attention to detail;

• Handle request and queries appropriately;

• Well-developed organisational, time management and prioritisation skills;

To be considered for this role you must have:

• A minimum of 2-3 years’ Executive Assistant experience in a similar role

• Demonstrated Executive Assistant experience supporting senior Executives

• Demonstrated experience producing reports, presentations, briefs and tenders would be well regarded

• Demonstrated experience with travel coordination, both domestic and international

• Proven office management skills and experiences

• Ability to multitask and prioritise tasks

• Excellent time management skills

• Excellent oral & written communications, with excellent spelling & grammar

• Professional discretion in confidentiality

• Intermediate to advanced skill level in Microsoft Office packages (Office 365)

• Strong written English skills, with knowledge of applicable commercial terms.

Please apply via SEEK, in order to process your application we are require:

• 2 contactable references

• Passport / Drivers Licence

• Relevant tertiary qualifications or equivalent competency

• Minimum of 3 years’ experience in a similar role